Document Storage Services in Des Moines, IA

Des Moines Document Storage

How much time and effort does your staff put into document storage and retrieving documents? Do you have a policy or system for how long to keep documents? Do you know how much time is spent looking for a specific file? And what happens when a file isn’t found? What do you do then? Time is money.

Record Nations Des Moines will connect you with document storage experts who will help you to create a budget-friendly and secure storage process for your physical and digital files. In Iowa, law offices are advised to retain client files for six years if they have a written policy and ten years if they don’t. And healthcare providers have to keep files on a patient for at least seven years after the last professional contact. This includes x-ray film. That can mean a lot of square footage dedicated to paper and clients that aren’t generating income anymore.

Storage Options

Physical Document Storage

Moving your paper files away from your worksite frees up usable office space and your documents can be stored in a secure environment. Record Nations’ network partner facilities will protect your files during disasters, are monitored 24-7 and have optimum temperature controls to prevent paper from degrading. You can retrieve your documents whenever convenient and can track your retention schedules.

document storage options with record nations. stay secure and safe today!

Cloud Storage and Services

Cloud storage lets you remotely access your business records while the physical files may be stored securely away from your office. You could also choose to still keep them in your office while having a digitized copy of each file. Storage options offer unlimited storage capacity for digital files. Added protection features can include encryption and two-factor authorization.

Document Management System Software (DMS)

Document management systems (DMS) use advanced software to automate document management. The system will make your workflow easier by managing retention schedules and organizing documents.

To start the storage process, you’ll be asked to do the following:

Estimate how many documents your company needs to store off site, including any with exceptional size or special storage needs. Decide if you will need scanning or document destruction too.
Call Record Nations to get free quotes on services from storage providers near you.
Choose your new provider and schedule when work will begin to get your documents into secure storage.

Call Record Nations Today! (515) 461-9582

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Orlando, FL

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Hicksville, NY

"The quick response and amount of information was impressive. I would highly recommend using Record Nations to find the right company for your needs"

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How Much Does Off Site Storage Cost?

Off site records storage pricing depends on a variety of factors like volume, size, additional security or delivery features, provider, and location. However, our partners' paper storage services typically cost 50-95 cents per box, per month. Off site storage can be more affordable than storing in-office. Storage facilities protect your files from natural disasters, theft, and prying eyes while keeping them available to you. Improve efficiency when you eliminate the task of rooting through physical files. Instead, leave it to Record Nations' partners to organize and keep track of retention periods.

Starting the Storage Process

Step 1Prepare

Assess the number of documents your organization needs to store off site. Take note of their size and if they require any special storage accommodations. Consider if your organization may need additional, customized storage services, scanning, or destruction.

Step 2Contact

Contact Record Nations to get free, customized quotes for storage providers in your area. Our experts can quickly answer any quesitons you may have about services.

Step 3Schedule

The provider(s) we match you with will contact you with service options. You choose who will transport and store your documents–and when.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

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Frequently Asked Questions

How do I prepare my documents for offsite storage, and what types of items can be stored offsite?

Documents to be scanned should be well-organized and packed securely. You can store various items, such as paper records, legal documents, archival materials, and more.

How can I access my records stored offsite when needed?

Access to stored documents can be arranged by request. You can either request physical retrieval or, for some providers, access digital versions of your documents securely online.

What security measures are in place to protect our offsite-stored records from unauthorized access, damage, or loss?

Security measures for off site storage include controlled access, climate control, fire protection, and surveillance. Ask your storage provider about their specific security protocols.

Is my digitally stored data secure when stored offsite, and what security measures are in place to protect it?

Digital data is protected with encryption, access controls, and secure server infrastructure to safeguard it from unauthorized access or data breaches.

Where is the best place to store documents?

The best and safest place to store documents is in an off site facility. These facilities are monitored 24/7 and are climate controlled. This means your documents are protected from theft, prying eyes, and natural disaster. You are still able to digitally and physically access these documents when needed.

How do I store a lot of documents?

Off site document storage is a safe and efficient way to store any amount of documents. Facilities are climate controlled, secure, and are able to effectively keep track of both your materials and your retention periods for them. Off site storage facilities reduce your on site storage costs, save you time, minimize the risk of data breaches, and keep your offices organized.